The Learning Center for the Deaf

Description

Acting as office manager for CEO and COO, with tasks potentially spanning to encompass 20 buildings in 3 locations, manage all business-related tasks; such as, creating reports, organizing travel and accommodation, making appointments, taking minutes, ordering/coordinating service requests, and other organizational tasks. Provide high-level administrative support of operations and planning functions to ensure smooth and efficient project management and seamless communication. Serving as the point of contact among executives, employees, clients and other external partners, manage information flow and coordination in a timely and accurate manner.

SUPERVISOR: Chief Executive Officer (CEO)

FUNCTIONS AND RESPONSIBILITIES:

Compose correspondence, agendas, research, draft or abstract reports, etc. 

Arrange essential mail and correspondence in priority action order

Coordinate administrative team communication, including, answering and screening phone calls, emails and visitors

Assist in the coordination and planning of events, meetings and appointments, including service needs, set up and tear down coordination

Arrange travel as needed.

Assist in the reconciliation of credit card expenses & reimbursement

Update and manage information & coordinate organized data storage

Serve as conduit of clear and accurate information to staff members

May supervise other administrative staff

Primary contact and informational resource for the Executive Team

Prioritize work requests, meeting scheduling and keep detailed records

Schedules annual preventative maintenance services and other services as needed

Orders supplies as needed

Monitors relevant operating and capital budgets

Acts as security liaison. Monitor all security reports. Manage card access requests

Maintain office calendar and calendars of key staff members

Communicate information about any building activities, program needs or requests with ability to apply critical thinking related to priority

Oversees shared space scheduling as needed

Assist in creating and maintaining relevant database

Maintains building key list and distributes keys as necessary

Assure discreet and confidential handling of all business activities

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• TLC is proud to be an equal opportunity employer and all employees and applicants for employment are afforded equal opportunity in every area of hiring and employment without regard to race, color, religious creed, national origin, ancestry, sex, gender identity, age, criminal record (inquiries only), handicap (disability), mental illness, retaliation, sexual harassment, sexual orientation, genetics, active military, and any other legally protected characteristic.
• TLC embraces and celebrates a spirit of inclusion and diversity, and reasonable accommodations and modifications will be made whenever possible.

Requirements

• Native, or near-native, fluency in American Sign Language
• Deaf candidates strongly encouraged to apply
• A detailed understanding of the full Microsoft Office suite, and experience with Google products
• Quick problem-solving and critical thinking skills
• Strong, detail-oriented organizational and project management skills
• Exceptional interpersonal skills with a friendly and welcoming demeanor
• The ability to function both autonomously and proactively
• Three or more years in an administrative support position. 
• College background preferred. 
• Strong written communication skills. 
• Has the capacity to manage, prioritize, and respond to email in a timely and concise manner. 
• Possesses the ability to make sound and immediate decisions when dealing with stressful situations. 
• Must be highly organized, display initiative, and follow through on assigned time sensitive tasks and commitments. 
• Must be flexible and work well in a team environment.